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Home My WebLink About06-22-20 City Commission Packet Materials - C2. Write-off of Stale-Dated Accounts Payable Checks Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian LaMeres, City Controller Kristin Donald, Finance Director SUBJECT: Request for authorization to write off stale-dated Accounts Payable Checks from the City’s general accounting ledger. MEETING DATE: June 22, 2020 AGENDA ITEM TYPE: Consent RECOMMENDATION: The City Commission grants the request to write off from the City’s general accounting ledger the following items: • Stale-dated Accounts Payable checks issued by the City but never cashed by the recipient. BACKGROUND: The Finance Department is presenting you with the attached list of stale-dated checks, which are Accounts Payable checks issued by the City over a year ago and which have not been cashed by the recipient. Section 7-6-4303 MCA states that the City may cancel municipal warrants and checks written by the City that have remained outstanding/un-cashed for a period of 1 year or longer. Multiple attempts have been made to contact all of the parties involved, as the attachment indicates. It is important to point out that the Commission’s action to write off these items will not preclude the holder of a stale check from ever being paid the amount they are due. The action by the Commission will simply result in eliminating the effects of this stale activity from the City’s Balance Sheet. It essentially allows us to keep our records in order and in conformity with Generally Accepted Accounting Principles, which is necessary for a successful financial audit. UNRESOLVED ISSUES: As the attachments indicate, we have not been able to successfully contact all of the parties involved, so that issue remains unresolved. However, the Commission’s action to remove this stale activity from the City’s books does not mean that we will discontinue our efforts to make contact. 10 ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total of the stale checks to be cancelled and written off is $13,516.16. As a result, Cash (an asset) will be added back to the City’s balance sheet with a corresponding amount recorded to “Abandoned Property” (a liability), resulting in no change in the City’s Net Financial Position. Attachments: List of items to be written off Report compiled on: June 10, 2020 11 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentOPERATING / DEMAND checking account192966 07/03/18 5.73$ Abraham Adrian 505 N 16th AVE Bozeman MT 59715 10/10/2018 Returned193085 07/03/18 9.16$ Mitchell Garrett 129 Village DR Unit 202 Belgrade MT 59714 10/10/2018 03/05/19 04/26/19193111 07/03/18 154.10$ Pipinich Dani 760 Meagher AVE Bozeman MT 59715 10/10/2018 03/05/19 04/26/19193237 07/10/18 41.01$ Fifth Third Bank 5050 Kingsley Drive Cincinnati OH 45263 10/10/2018 03/05/19 04/26/19193393 07/17/18 27.66$ Biesel David 113 S Main St Livingston MT 59047 10/10/2018 03/05/19 04/26/19193590 07/19/18 23.50$ Gurzi Michale 2124 Gallatin Green BLVD #3 BozemanMT 59718 10/10/2018 03/05/19 04/26/19193631 07/24/18 150.00$ Bozeman Girls Fastpitch PO Box 1163 Bozeman MT 5977110/10/2018 03/05/19 04/26/19193749 07/24/18 13.59$ Norton Vena 1996 Little Cottage Lane #10 Bozeman MT 59715 10/10/2018 03/05/19 04/26/19193808 07/24/18 150.00$ True Grit Lacrosse 1321 S Rouse AVE Bozeman MT 5971510/10/2018 03/05/19 04/26/19194087 08/07/18 16.36$ Deyoung Derek 418 Enterprise BLVD #23 Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194193 08/14/18 21.00$ ADA Community Library 10664 Victory DR Boise ID 83709 10/10/2018 03/05/19 04/26/19194197 08/14/18 13.47$ Alex Martyn and Morgan Bloom 164 Meriwether AVEBozeman MT 59718 10/10/2018 03/05/19 04/26/19194208 08/14/18 110.92$ Balbuena Gregorio 70 Hidden Valley RD Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194402 08/14/18 8.83$ Spurzem Morgan 952 Saxon Way Unit C Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194474 08/21/18 98.18$ Caldwell Alexander 1601 W Olive ST Unit 5 BozemanMT 59715 10/10/2018 03/05/19 04/26/19194495 08/21/18 50.00$ Ermatinger Katherine120 S Black AVE APT 1 Bozeman MT 59715 10/10/2018 03/05/19 04/26/19194520 08/21/18 8.91$ Kinne Karver 1018 Rosa Way Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194531 08/21/18 6.86$ May Serena 2905 N 27th AVE Unit 2 Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194605 08/21/18 31.85$ Willis Zach 3334 W Babcock ST Unit C Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194638 08/28/18 11.91$ Bryant-Morris Eric 205 Pondera Ave #D Bozeman MT 59718 10/10/2018 03/05/19 04/26/19194771 08/28/18 14.36$ Wallace Christian 1240 C Baxter Creek Way BozemanMT 59718 10/10/2018 03/05/19 Returned194830 09/05/18 20.32$ Darvis Rhett 1015 Longbow Ln Unit D Bozeman MT 59718 03/05/19 Returned194893 09/05/18 41.45$ Lee Marcus 2002 S Black Ave Bozeman MT 59715 03/05/19 04/26/19 10/17/19194961 09/05/18 28.70$ Stern Brooklyn 4050 W Babcock St Unit 54 Bozeman MT 59718 03/05/19 04/26/19 10/17/19195274 09/18/18 29.73$ Johnson Casey 4300 13th Ave S Great Falls MT 59405 03/05/19 04/26/19 10/17/19195854 10/09/18 12.55$ Diehl Lucas 514 S 15th Ave Apt B Bozeman MT 59718 03/05/19 04/26/19 10/17/19195868 10/09/18 50.00$ Friedlund Duane 3123 Spring Ridge Dr Bozeman MT 59715 03/05/19 04/26/19 10/17/19195881 10/09/18 7.07$ Hersom Bridget 843 Longbow Ln Unit B Bozeman MT 59718 03/05/19 04/26/19 10/17/19196106 10/16/18 4.00$ Kinman David 919 W Alderson St Bozeman MT 59715 03/05/19 04/26/19 10/17/19196234 10/23/18 63.48$ Chapman Juniper & Doug 1112 Longbow Ln Unit G Bozeman MT 59718 03/05/19 04/26/19 10/17/19196242 10/23/18 14.23$ Woolley Robert PO Box 134 Austin TX 89310 03/05/19 04/26/19 10/17/19196356 10/23/18 20.47$ Rawlings Christopher 1232 W Babcock St Unit #3 Bozeman MT 59715 03/05/19 04/26/19 10/17/19196592 10/30/18 20.20$ Wilson Beth 93 Riverview Ln Gallatin Gateway MT 59730 03/05/19 04/26/19 10/17/19196840 11/14/18 54.53$ Jacques David 2775 Marlyn Ct Unit 4 Bozeman MT 59718 03/05/19 04/26/19 Returned196875 11/14/18 14.52$ Rosengren Herb & Carolyn Bozeman MT 59718 03/05/19 04/26/19 10/17/19196903 11/20/18 5.62$ Adams Mason 8545 Tobacco Ln SE Olympia WA 98513 03/05/19 04/26/19 10/17/19197321 12/04/18 4.20$ Frank Allison 319 S 9th Ave Bozeman MT 59715 03/05/19 04/26/19 10/17/19197322 12/04/18 14.72$ Gallagher Shawn 302 Flathead Ave Bozeman MT 59718 03/05/19 04/26/19 10/17/19197392 12/04/18 29.82$ Province Travis 39 Michael Grove Ave Bozeman MT 59718 03/05/19 04/26/19 10/17/19197664 12/18/18 29.11$ Bart Teri & Richard318 Calypso St Billings MT 59106 03/05/19 04/26/19 10/17/19197778 12/18/18 22.15$ Hoagland Christopher & Amie J 733 Aster Ave Bozeman MT 59718 03/05/19 04/26/19 10/17/19198313 12/26/18 12.09$ Forte Brian 1601 W College St Unit 1 Bozeman MT 59715 03/05/19 Returned198328 12/26/18 6.07$ Hickle Troy 1232 W Babcock St Unit #7 Bozeman MT59715 03/05/19 04/26/19 Returned198342 12/26/18 43.27$ Janssen, Joshua C/O Austin Jordt 2491 Daws Dr Unit A Bozeman MT 59718 03/05/19 04/26/19 02/04/20198624 01/08/19 23.91$ Dunlop Brian 3144 S 27th Ave Bozeman MT 59718 04/26/19 10/17/19 02/04/20198697 01/08/19 7.93$ Taylor Merrill 920 Strawberry Dr Helena MT 59601 04/26/19 10/17/19 02/04/20199201 01/29/19 8.61$ O'Reilly Auto Parts 103 W Mendenhall St Bozeman MT 59718 04/26/19 10/17/19 02/04/20199719 02/20/19 6.37$ Palin Beau PO Box 3448 Bozeman MT 59772 04/26/19 Returned200022 03/05/19 16.41$ Garner Anne Courtenay PO Box 700 Great Falls VA 22066 10/17/19 02/04/20 04/02/20Letters Sent12 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentLetters Sent200035 03/05/19 44.80$ Huelle Jonathan 406 5th Ave E Three Forks MT 59752 10/17/19 Returned200086 03/05/19 7.91$ Roberts David 1661 S Black Ave Bozeman MT 59715 10/17/19 02/04/20 04/02/20200109 03/05/19 17.55$ Talwar Vikesh 2949 Warbler Way Unit A Bozeman MT 59718 10/17/19 Returned200507 03/26/19 45.36$ Devine Jonathan 1505 S Black Ave Bozeman MT 59715 10/17/19 02/04/20 04/02/20200689 04/02/19 29.00$ Carter Amanda 304 N Grand Ave Bozeman MT 59715 10/17/19 Returned200744 04/02/19 7.00$ Montana Outdoors10/17/19 02/04/20 04/02/20201228 04/23/19 13.74$ Elkins McKenzie 2123 S 11th Ave Apt 114 Bozeman MT59715 10/17/19 02/04/20 04/02/20201285 04/23/19 15.00$ Luenemann Emily 4243 Cover St Bozeman MT 59718 10/17/19 Returned201577 05/07/19 85.60$ Krause Garrison 5 W Mendenhall St Unit #323 Bozeman MT 59715 10/17/19 Returned201580 05/07/19 382.47$ Mini Mart Inc Property Tax Dept 1014 Vine St Cincinnati OH 45202 10/17/19 02/04/20 04/02/20201620 05/07/19 69.98$ Centurylink PO Box 91155 Seattle WA 98111 10/17/19 02/04/20 04/02/20201667 05/07/19 58.48$ Giabor Xiomara 203 N Hunters Way Bozeman MT 59718 10/17/19 02/04/20 04/02/20201704 05/07/19 32.02$ Lyons Erin 16537 SE 45th PL Bellevue WA 98006 10/17/19 02/04/20 04/02/20201713 05/07/19 13.16$ Moore Mary 515 W Babcock St Unit 1 Bozeman MT 5971510/17/19 02/04/20 04/02/20202075 05/29/19 45.64$ Dobrowski Emileigh 3206 Warbler Way Unit 13 Bozeman MT 59718 10/17/19 02/04/20 04/02/20202111 05/29/19 14.99$ Hayes Shannon 1175 Tulip Tree Ln WDM IA 50266 10/17/19 02/04/20 04/02/20202157 05/29/19 300.00$ Lockhart Catherine10/17/19 02/04/20 04/02/20202222 05/29/19 5.73$ Rouse Lee 1387 Crabapple Dr Bozeman MT 59715 10/17/19 02/04/20 04/02/20202245 05/29/19 26.39$ Stone Anna 4233 Monroe St Apt D Bozeman MT 59718 10/17/19 02/04/20 04/02/20202247 05/29/19 9.62$ Stryker Jacob 1120 W Story St Bozeman MT 59715 10/17/19 02/04/20 04/02/20202277 05/29/19 17.48$ Village Investment Group Attn: Tara Baily 101 E Main St Ste D Bozeman MT 59715 10/17/19 02/04/20 04/02/20202278 05/29/19 17.48$ Village Investment Group Attn: Tara Baily 101 E Main St Ste D Bozeman MT 59715 10/17/19 02/04/20 04/02/20202355 06/04/19 51.00$ Birch Garrett 5201 Shennum Dr Wasilla AK 99654 10/17/19 02/04/20 04/02/20202850 06/07/19 47.27$ Fast Billie Jo 421 W 10th Ave Mitchell SD 57301 10/17/19 02/04/20 04/02/20202647 06/11/19 178.41$ Newman Carol J 420 W Arnold St Bozeman MT 59715 10/17/19 02/04/20 04/02/20202867 06/18/19 25.82$ Anderson Johnny 118 Stone Fly Dr Bozeman MT 59718 10/17/19 Returned202993 06/18/19 60.55$ Kusler Karli 158 Riverside Ln Bigfork MT 59911 10/17/19 02/04/20 04/02/20203011 06/18/19 17.42$ Mchale Ryan1304 S Willson Ave Bozeman MT 59715 10/17/19 Returned203127 06/18/19 45.91$ Willetts Sami 712 S 13th Ave Unit B Bozeman MT 59715 10/17/19 02/04/20 Returned203221 06/25/19 44.64$ Koenig Lindsay 902 E Missoula Ave Belgrade MT 5971410/17/19 02/04/20 04/02/20Total 3,309.35$ PAYROLL bank account2423312/07/180.50$ Eggen Kevin 6112 Shadow Circle Dr Bozeman MT 59715 Small Amt2437105/15/1966.51$ Harding Karston 1300 Upper Tom Burke Rd Gallatin Gateway MT 59730 10/17/19 2/4/2020 4/2/2020Total 67.01$ MUNICIPAL COURT bank account14431 07/09/18 900.00$ Zoeteman Alesha 777 Haggerty Lane #20 Bozeman MT 59715 10/10/2018 03/05/19 04/26/1914433 07/09/18 50.00$ Holler Grace 416 Michael Grove Apt B Bozeman MT 59718 10/10/2018 03/05/19 04/26/1914437 07/09/18 45.00$ Montana Yellow Cab 5180 Jackrabbit Lane BelgradeMT 59714 10/10/2018 03/05/19 Returned14447 07/09/18 400.00$ Byrd Aubrey 1103 W Dickerson ST Bozeman MT 59715 10/10/2018 Returned14491 07/23/18 37.50$ EllingwoodKevin Raymond 825 S 5th AVE Bozeman MT 59715 10/10/2018 Returned14497 07/23/18 100.00$ Hilger Emily 3811 Ravalli APT D Bozeman MT 59718 10/10/2018 03/05/19 04/26/1914507 08/01/18 65.00$ Webster Joseph Tyrel 219 Smelter Avenue NE APT 17 Great Falls MT 59404 10/10/2018 03/05/19 04/26/1914508 08/01/18 100.00$ Webster Joseph Tyrel 219 Smelter Avenue NE APT 17 Great Falls MT 59404 10/10/2018 03/05/19 04/26/1914524 08/01/18 95.04$ Smiths 1400 N 19th Bozeman MT 59715 10/10/2018 03/05/19 04/26/1913 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentLetters Sent14525 08/01/18 0.50$ Wilson Joshua Daniel 115 Elegante Way HendersonNV 89074 10/10/2018 Returned14527 08/01/18 0.01$ Jensen Aaron Sky 97 W Magnolia Belgrade MT 59714 10/10/2018 03/05/19 Returned14541 08/07/18 500.00$ Nat'l Farmers Union Prop and Cas 5619 DTC Pkwy Greenwood Village CO 80111 10/10/2018 Returned14543 08/07/18 328.00$ Rivera-Green Ronald 1126 N 15th AVE Bozeman MT 59715 10/10/2018 Returned14544 08/07/18 200.00$ Byrd Aubrey 1103 W Dickerson ST Bozeman MT 59715 10/10/2018 Returned14573 08/16/18 275.00$ Jones Jacob Williams PO Box 1079Gold Hill OR 97525 10/10/2018 03/05/19 04/26/1914574 08/16/18 380.00$ Carpenter Charlie Mckinley 217 S 10th AVE APT C Bozeman MT 59715 10/10/2018 03/05/19 04/26/1914598 08/31/18 50.00$ Morris Ecole 705 Chenoweth Loop W The Dalles OR 97058 10/10/2018 Returned14612 09/04/18 255.00$ Grigsby Josie Kaya 115 N 9TH Ave Bozeman MT 59715 03/05/19 04/26/19 10/17/1914635 09/20/18 450.00$ Game Stop 2825 W Main St #5H Bozeman MT 59718 03/05/19 Returned14675 10/05/18 100.00$ Carver Eric Blaine 214 E Story St Apt 11 Bozeman MT 59715 03/05/19 Returned14683 10/05/18 65.00$ Sagen Matthew 3329 Warbler Way Bozeman MT 59718 03/05/19 04/26/19 Returned14695 10/05/18 400.00$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59718 03/05/19 Returned14705 10/09/18 390.00$ Allen Michael ENot to be mailed out14762 11/05/18 282.50$ Fox Cynthia 410 S 20th Ave Apt A Bozeman MT 59718 03/05/19 Returned14785 11/09/18 1,000.00$ Dufresne Jake 1079 N 14th Ave Bozeman MT 59715 03/05/19 Returned14814 11/27/18 45.00$ Rubio Matthew Allan 50 Big Sky Resort Rd Ennis MT 59716 03/05/19 Returned14836 12/07/18 10.00$ Almanzo Ruben Daniel 3136 Lisa Rd Albuquerque NM 87121 03/05/19 04/26/19 10/17/1914846 12/07/18 15.00$ Renick Andrea Lyn 909 Montana #B Belgrade MT 59714 03/05/19 04/26/19 10/17/1914848 12/07/18 400.00$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59718 03/05/19 Returned14855 12/10/18 200.00$ Morrison Elaine Lisa 957 Forestglen Dr #D Bozeman MT59718 03/05/19 04/26/19 10/17/1914895 01/14/19 5.00$ Lindgren David Lee 2506 Rose St Bozeman MT 59718 04/26/19 10/17/19 2/4/202014899 01/14/19 10.00$ Dasgupta Aditya 414 1/2 S 15th Ave Bozeman MT 5971504/26/19 10/17/19 2/4/202014908 01/25/19 215.00$ Douga Brianne Nichole PO Box 160001 Big Sky MT 59716 04/26/19 10/17/19 Returned14927 01/25/19 95.00$ Barnard Elliot C. 724 Jardine Ave Bozeman MT 59718 04/26/19 10/17/19 Returned14930 01/25/19 130.00$ Riggs William Cameron 3701 Trakker Trail Bozeman MT 59718 04/26/19 Returned14975 02/04/19 65.00$ Dana John 3065 E River Road Bozeman MT 59718 04/26/19 Returned14986 02/04/19 500.00$ Smith-Arguello Jenni 2220 W Main St, #19 Bozeman MT 59718 04/26/19 10/17/19 2/4/202014999 02/04/19 176.25$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59715 04/26/19 10/17/19 2/4/202015001 02/04/19 100.00$ Morrison Elaine Lisa 957 Forestglen Dr, #D BozemanMT 59718 04/26/19 10/17/19 Returned15002 02/04/19 135.00$ Cota Brianne Kay 1319 Cherry Dr Bozeman MT 59715 04/26/19 10/17/19 2/4/202015037 02/28/19 10.00$ Black Jerri 309 E Madison, Unit A Belgrade MT 5971404/26/19 10/17/19 Returned15054 03/13/19 15.00$ Merten Luke Steven 302 S 5th Ave Bozeman MT 59715 10/17/19 2/4/2020 4/2/202015075 04/08/19 10.00$ Johnson Jabarri 2705 Hedgerow Ct Bozeman MT 59718 10/17/19 2/4/2020 Returned15109 04/08/19 250.00$ Grubin Fiona Catherine M 611 S 11th Ave Bozeman MT 59715 10/17/19 2/4/2020 4/2/202015118 04/08/19 100.00$ Johnson Lester 210 S Cottonwood Rd Bozeman MT 59718 10/17/19 Returned15119 04/08/19 100.00$ Fellows Donovan 1212 N Rouse Ave Bozeman MT 59715 10/17/19 2/4/2020 4/2/202015124 04/08/19 45.00$ Gallardo Peggy 1215 Durston Rd Apt #213 Bozeman MT59715 10/17/19 Returned15148 04/08/19 125.00$ Rubero Jessica 407 1/2 S 20th Ave Bozeman MT 59718 10/17/19 2/4/2020 4/2/202015154 04/08/19 100.00$ Johnson Lacey PO Box 160126 Big Sky MT 59716 10/17/19 Returned15174 04/08/19 165.00$ Diack Philip 110 Grand Crescent Alpharetta GA 30009 10/17/19 2/4/2020 Returned15181 04/26/19 65.00$ Covers Up Jalen Tion PO Box 435 Lodge Grass MT 59050 10/17/19 2/4/2020 4/2/202015190 04/26/19 80.00$ Grubin Fiona Catherine M 611 S 11th Ave Bozeman MT59715 10/17/19 2/4/2020 4/2/202015191 04/26/19 255.00$ Normandin Casey 717 S 14th Ave Bozeman MT 59715 10/17/19 2/4/2020 4/2/202015221 04/26/19 100.00$ Onsager Erik 1814 8th Ave N Great Falls MT 59401 10/17/19 2/4/2020 4/2/202015230 05/02/19 150.00$ Rudolphi William 110 E Center St Madison SD 57042 10/17/19 ReturnedTotal 10,139.80$ GRAND TOTAL 13,516.16$ 14